Commercial Brokerage Administrative Coordinator

Reports To: Vice President of Sales & Leasing

XAG Group is seeking a highly organized, proactive, and detail-oriented Commercial Brokerage Administrative Coordinator to support our brokerage team and work directly under the Vice President of Sales & Leasing.

This position is ideal for someone who thrives in a fast-paced professional environment, understands the importance of anticipating needs, and can confidently manage multiple priorities without requiring constant direction. The ideal candidate will bring strong administrative skills, excellent communication, professional judgment, and a working knowledge of commercial real estate transactions and title processes
.

This person will serve as a key administrative resource for the brokerage team and will be expected to take ownership of responsibilities, follow through on details, and help keep the team organized and moving efficiently.

• Provide day-to-day administrative support to the Vice President of Sales & Leasing and the brokerage team.
• Assist brokers with transaction coordination, documentation, deadlines, and follow-up.
• Track transaction milestones, deadlines, and outstanding items to help ensure timely completion.
• Maintain accurate records within company systems and databases.
• Assist with property listings, marketing materials, property information, and other brokerage-related projects.

• Manage calendars and coordinate meetings, appointments, property tours, inspections, closings, and other events.
• Create and send professional calendar invitations containing complete and accurate information
  , including location, attendees, meeting purpose, relevant documents, access instructions, and other necessary details.
• Prepare agendas, meeting materials, and follow‑up items when needed.
• Monitor emails and correspondence and ensure appropriate follow‑up.
• Assist with scheduling and coordinating meetings involving multiple parties.
• Maintain organized digital and physical files.
• Prepare correspondence, reports, spreadsheets, presentations, and other documents.
• Assist with office and team coordination as needed.

• Serve as a reliable administrative resource for the entire brokerage team.
• Help brokers stay organized and ahead of deadlines.
• Follow up on outstanding items without waiting to be asked.
• Identify potential issues or missing information and bring them to the appropriate person's attention.
• Assist with team meetings, events, client meetings, and other brokerage activities.
• Step in where needed to help the team operate efficiently.

The ideal candidate is someone who:

• Has 2+ years of administrative, executive assistant, transaction coordination, or commercial real estate experience
  .
• Has working knowledge of commercial real estate transactions and title processes
  .
• Understands the importance of deadlines, documentation, confidentiality, and follow‑through.
• Demonstrates strong professional judgment.
• Is proactive and naturally looks for the next step rather than waiting for instructions.
• Can prioritize competing deadlines and remain organized under pressure.
• Has excellent written and verbal communication skills.
• Is comfortable communicating with executives, brokers, clients, attorneys, title professionals, lenders, and vendors.
• Is highly detail‑oriented and catches errors before they become problems.
• Can work independently while also being a strong team player.
• Is comfortable working in a fast‑paced environment where priorities may change throughout the day.
• Takes ownership of their work and follows assignments through to completion.
• Understands that professional communication includes being prepared, responsive, organized, and thorough.